florida safe families network - florida's center for child...

Florida Safe Families Network

Adoption TANF Eligibility

User Guide

March 8, 2015

Prepared for

State of Florida Department of Children and Families


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Change History

Release # Date

CR # or Incident #

Change Description Author(s) Section Modified

Q2 2014 (1/19/2015)

Eligibility Initial submission FSFN Enhancements Team

Initial submission

02/13/2015 Content updated to reflect

DCF review.

FSFN

Enhancements

Team

Full document

03/02/2015 Updates made based on DCF review and feedback

Matthew Mocniak

Intended Audience, page 4.


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Table of Contents

About FSFN User Guide ........................................................................... 4

The Intended Audience .............................................................................................................. 4

Prerequisite Knowledge .............................................................................................................. 4

Related Resources ..................................................................................................................... 5

Security Information.................................................................................................................... 5

Adoption TANF Eligibility Overview ........................................................ 6

Create Adoption TANF Eligibility ............................................................. 7

About the Adoption TANF Eligibility page ................................................................................... 7

Key Tasks .................................................................................................................................. 7

To create Adoption TANF from Case Work ................................................................................ 7

To create Adoption TANF from Financial Work ........................................................................... 8

To update Adoption TANF from Financial Work ........................................................................ 10

To complete Adoption TANF (Initial Determination) .................................................................. 13

To complete Adoption TANF (Redetermination) ....................................................................... 14

To void Adoption TANF Eligibility.............................................................................................. 16

To maintain the FPL Maintenance page ................................................................................... 16


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About FSFN User Guide

The Florida Safe Families Network (FSFN) User Guide helps you understand the steps to

complete your work in the FSFN system. This user guide does not cover every system feature

built into FSFN, but describes the most commonly used functions to complete your day-to-day

work in the FSFN application. This user guide, when used with Online Help and the How Do I

Guides, helps you successfully use the FSFN system as a support tool in your important work of

safeguarding the safety, permanence, and well-being of the children, families, and adults of

Florida.

The Intended Audience

This user guide serves a wide audience of FSFN end users who include:

• Child Protective Investigators

• Ongoing Case Managers

• Fiscal Workers

• Revenue Maximization Specialists

• Supervisors

• Adoption Case Managers

• Adoption Specialists

Prerequisite Knowledge

This user guide was developed with specific prerequisite expectations. Before reading this

guide, read the following information. If you need to refer to additional User Guides, How Do I

Guides, or other information, visit the DCF FSFN website (http://fsfn.dcf.state.fl.us).

• You must have a working understanding of Florida Department of Children and Families

Policies and Practices as related to the use and operation of FSFN.

• You must have a working understanding of the basic FSFN navigation and functionality.

See the Multi-Topic Basics User Guide and How Do I Guide.

• If you are a supervisor, also see the Multi-Topic Supervisory User Guide and How Do I

Guide.

• Key tasks described in this guide start at the FSFN Desktop, Case Book, or Person

Book, unless otherwise noted. If you are unfamiliar with how to navigate to these three

pages, see the User Guides for Multi-Topic Basics, Case Book, and Person Book.


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• The Search page referred to within this user guide is the Search page with four tabs:

Person, Case, Provider/Organization, and Worker. This Search page is commonly called

the Utility Search or Navigational Search. It is accessed primarily from the Desktop by

clicking Search on the Banner or Utilities menu. Other search types may be referred to

as data retrieval searches. These searches use different search functionality than the

Utility Search. For example, the Person Search page provides a method to search for a

person and retrieve person data that pre-fills into the page in which you are working. The

Person Search page should not be confused with the Search page with the Person tab.

Related Resources

Visit the DCF FSFN website (http://fsfn.dcf.state.fl.us) for online access to additional resources

that support FSFN system end users, including:

• FSFN Project Information

• Online Web-based Training (WBT)

• User Guides

• How Do I Guides (job aids)

• Topic Papers (System Functionality Design)

• Reference Data (Selection Values)

Security Information

FSFN restricts your ability to create, modify, and view specific information through the security

profile associated with the Login Profile you used to access FSFN. Specific security applies

across all information. For example, if you do not have authorization to launch the Privileged

Consultation page from the Meeting page, you cannot access that page.


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Adoption TANF Eligibility Overview

The functional design of the Adoption TANF Eligibility page represents changes to FSFN

resulting from the SACWIS Compliance Project. Enhancements to FSFN support the following

program goals to facilitate the safety of children and families:

• Improve quality and consistency of decision making

• Eliminate redundant processes and re-work

• Gain efficiencies through enhanced technology

This User Guide describes the Florida Safe Families Network (FSFN) system functionality of the

Adoption TANF Eligibility module in FSFN.


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Create Adoption TANF Eligibility

About the Adoption TANF Eligibility page

Adoption TANF Eligibility is used to document the temporary assistance for needy families for

purposes of Adoption. An Adoption TANF can only be created once there is an existing Title IV-

E Adoption Eligibility where the Determination is “Ineligible”. Upon determining a child is

“Ineligible” for Title IV-E Adoption Subsidy and the Title IV-E Adoption Eligibility page is

approved, FSFN automatically creates an Adoption TANF page for the child and puts it in a

“Pending” status. In addition, once there is an “Initial” Adoption TANF, all subsequent Adoption

TANFs created are identified as “Redeterminations”.

If the Adoption Eligibility is voided, the Adoption TANF that was generated as a result of the Title

IV-E Adoption Eligibility is also automatically voided by FSFN. Furthermore, you can manually

void an Adoption TANF in the event information was captured in error when originally

documenting the Adoption TANF.

Key Tasks

To create Adoption TANF from Case Work

1. On the FSFN Banner, click the Case Work icon.

OR

From the Create menu, click Case Work.

OR

From Case Book, click the Create Case Work hyperlink.

2. The Create Case Work page displays.


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If the Create Case Work hyperlink is selected on Case Book, the Cases group box will

only contain the one FSFN Case and you will not be required to select the FSFN

Case.

3. From the Eligibility drop down, select Create Adoption TANF.

4. In the Cases group box, select a case.

5. In the Case Participants group box, select a participant.

6. Click Create.

7. The Adoption TANF page displays.

To create Adoption TANF from Financial Work

1. On the FSFN Banner, click the Financial Work icon.

Financial Workers are not required to have an assignment to the FSFN Case to


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create the Adoption TANF page.

2. The Create Financial Work page displays.

3. From the Eligibility drop down, select Create Adoption TANF.

4. Click Continue.

5. Adoption TANF page displays.

6. Click the Search hyperlink to the right of the Case Name field.

7. Person Search page displays.

8. Enter the applicable Search Criteria and click Search.

9. Search results are displayed in the Persons Returned group box.

10. Click on the applicable Person icon.

11. Click on the Case Folder icon.

12. Select the applicable radio button for the FSFN Case in which you want to create the

Adoption TANF page.


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13. Click Continue.

o If the participant for whom you are creating the Adoption TANF page is 18 years of

age or older, upon clicking Continue a validation message will be displayed indicating

that the participant is 18 years of age or older and asks if you wish to continue.

Selecting Yes will continue with creating the Adoption TANF page and selecting No

will close the page and return you to the Desktop.


To update Adoption TANF from Financial Work

1. On the FSFN Banner, click the Financial Work icon.

2. The Create Financial Work page displays.


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3. From the Eligibility drop down, select Update Adoption TANF.

4. Click Continue.


6. Click the Search hyperlink to the right of the Case Name field.

7. Person Search page displays.

8. Enter the applicable Search Criteria and click Search.

9. Search results are displayed in the Persons Returned group box.

10. Click on the applicable Person icon.

11. Click on the Case Folder icon.

12. Click on the Eligibility icon.

13. Select the applicable radio button for the Adoption TANF page you want to update.


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14. Click Continue.



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To complete Adoption TANF (Initial Determination)

1. Verify the Effective From date is accurate and update if necessary.

o Effective From date pre-fills with the Effective From date captured on the Title IV-E

Adoption Eligibility record that was determined “Ineligible” if the Adoption TANF was

system generated. If created manually from Create Case Work or Create Financial

Work the Effective From date is system derived as the Effective To date +1, from the

most recent approved Adoption TANF.

Case Name and Child Name display as hyperlinks to launch Maintain Case and

Person Management, respectively.

2. Select Yes or No for Question 1.

3. Question 2 is system derived based on the child’s Citizenship documented on Person

Management.

If the Citizenship displayed is incorrect you can save the Adoption TANF page

intermittently, launch Person Management by clicking the Child Name hyperlink,

make the necessary update, save and close Person Management, and you will return


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directly to the Adoption TANF page which will update to reflect the change.

4. Question 3 is system derived as Yes or No based on criteria being met. The criteria are

based on the child’s Person Management record, Medical Mental Health record in that

specific FSFN Case or the Adoption Information page.

If the child has a Medical Mental Health in that specific FSFN Case or an Adoption

Information page, hyperlinks display to the right of Question 3 to launch each of the

respective pages. Based on security determines how the page will open.

5. Question 4 is system derived based on the child’s Assets & Employment page and

whether the child has Unearned and/or Employment Income. Based on calculating the

total of Unearned and Employment Income, the total is derived and displayed in the

Amount field.

The calculated Amount is compared against the Federal Poverty Level (FPL).

6. Select Yes or No for Question 5.

If Yes, you must select the applicable Relationship to Child. If the Relationship to

Child is Mother or Father the system derives the Parent/Relative Name from the

child’s Person Management record on the Additional tab. If any other value, a Search

hyperlink will be displayed to search and select the applicable Parent/Relative Name.

7. Enter any applicable Eligibility Notes.

8. Approve the Adoption TANF page.

o The standard approval process is employed and an Approval hyperlink displays in

the Actions group box.

To complete Adoption TANF (Redetermination)

Once the child has an Initial Adoption TANF determination, each subsequent

Adoption TANF created is derived as a Redetermination.

1. Create the Adoption TANF page.


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2. Verify the Effective Date is correct and make any necessary update.

The Effective Date is system derived as the Effective To date +1 on the most recent

approved Adoption TANF.

3. Question 1 pre-fills from the previous approved Adoption TANF and is user modifiable.

4. Questions 2, 3 and 4 are system derived as identified above for Initial Determinations.

5. Question 5 pre-fills from the previous approved Adoption TANF and is user modifiable.

6. The Redetermination question is system derived based on the child’s Person

Management record address tab and is based on the current Primary Residence.

7. Approve the Adoption TANF (Redetermination).


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To void Adoption TANF Eligibility

1. Once the Adoption TANF page is approved, select the Submit Void Determination

hyperlink in the Actions group box.

2. Validation prompt is displayed indicating that the current Adoption TANF and all subsequent

Redeterminations will be voided, asking if you wish to continue voiding the determination.

Click Yes.

o Once you have performed the Submit Void Determination step, a worker with the

appropriate security must access the Adoption TANF page and perform the Void

Determination step, which is the 2nd and final step in the process which will successfully

void the Adoption TANF.

o The same person who submitted the void determination cannot be the same person

completing the void process regardless if you have the appropriate security.

3. Logged in as a worked with the appropriate security to complete the void process, access the

applicable Adoption TANF page through either the Desktop or via the Financial Work page.

4. Click the Void Determination hyperlink in the Actions group box.

5. Validation prompt is displayed indicating that the current Adoption TANF and all subsequent

Redeterminations will be voided, asking if you wish to continue voiding the determination.

Click Yes.

6. The Adoption TANF page refreshes and the “Determination Voided” check box is flagged.

The “Determination Voided” check box is also flagged on all other applicable Adoption

TANF pages.

To maintain the FPL Maintenance page

1. From the Utilities menu on the Desktop select FPL Maintenance Page.

o Only users with the appropriate security can access and maintain the FPL Maintenance

Page.

o The FPL Maintenance Page is used for both TANF and Adoption TANF Eligibility.


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2. FPL Maintenance Page displays.


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3. Click the Insert button.

4. FPL Update Maintenance page displays.

5. Enter the Fiscal Year in YYYY format within each of the 2 Fiscal Year fields.

6. Enter the Effective From date.

7. Enter the Effective To date.

8. Enter all applicable FPL Amounts calculated at the 200% level.

9. Enter the Monthly Income for households larger than 10.

10. Enter the Yearly Income for households larger than 10.

11. Click the Save button.

12. Select FPL Complete from the Options drop down and click Go.

If the Select FPL Complete option is not selected and the page is only saved and

closed, once the page is closed an Edit hyperlink will be displayed on the FPL

Maintenance page.


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Once the FPL Complete option is selected and processed, the FPL Maintenance

page displays a View hyperlink and the FPL Update Maintenance page displays in

view only mode.

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